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students in their union: clubs and societies handbook 2002/3Are there any ways in which you can help to remove these barriers? have meetings at different times of the day don’t always have events or meetings in a bar use a range of methods to communicate with members publicise events & meetings in all areas of campus including halls/library/canteen ensure all your activities are accessible provide your publicity materials or club and society information in large fontscomplaints and disciplinary proceduresOccasionally a club or society could find itself being investigated by either the students’ union or the university. It is the students’union responsibility to ensure that clubs and societies do not contravene any of the union’s policies or constitution.The circumstances as to why the union would have to do this may include the following: The club or society has breached its constitution, i.e. by failing to hold meetings or acting outside the aims and objectives. Members of the club or society have failed to conduct themselves in an appropriate manner. There has been financial misappropriation. Equipment has been stolen. Members of the club or society have made allegations against other members. The club or society has been involved in an illegal activity.The important point to remember is that the operation and conduct of the club or society immediately rests with the keyofficers. If evidence or allegations arise of misdemeanours, then it is important that the union acts quickly and efficiently.The following disciplinary procedure can be adopted by the students’ union or club and society to assist if a complaintor misdemeanour ever arose. Assess evidence. If an individual is making the allegation, make sure that you get clear evidence from them. Make sure that you have dates of the incident. If you have made a requirement for clubs and society committees/officersto keep logs, these should be verified. If there is evidence of financial misdemeanours, the club or society account should be immediately suspended. Notice in writing should be given to the Chair or President of the club or society informing them of details of theissue being investigated. Write to the Chair and Secretary of the Club or Society with details of the issue you are investigating. Arrange a meeting.37
students in their union: clubs and societies handbook 2002/3 Interview and take statements from any witnesses. They can give information anonymously. At the meeting with the committee/officers of the club or society, put to them the allegations or evidence that youhave. Record their responses. Write a report to the Executive Committee, giving details of the investigation and a recommendation for action.Recommendations could include: Closure of the club or society. This should only be used if the club or society has been acting in breach of it’s andthe union’s constitution. Suspension of the club or society for a period of time. Removal of club and society officers. The club or society receives a fine. The issue is a potentially serious criminal offence and the university is notified.The club or society or individuals in the club or society should have the right to appeal. This may be to the SocietiesCouncil, Athletic <strong>Union</strong> or the Students’ <strong>Union</strong> Council.The investigating officer should assume nothing and make sure that they make no statements or comments whichcould lead to accusations that they are biased against a particular club or society. They should also take no part in thedecision to be made by the Executive.If a club or society has been involved in any activities that break your equal opportunity policy then youwill have to follow the disciplinary procedure according to your constitution or equal opportunities policy.useful contactsCommission for Racial Equality (head office)t: 020 7828 7022w: www.cre.gov.ukEqual Opportunities Commission (head office)t: 0161 833 9244w: www.eoc.org.uk38
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